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Job Summary
- To ensure the inventory items and services which are bought and used in providing guests services and facilities are stored and used in the controlled manner and according to accounting principles.
- To check the data entered by Materials Management employees and to correct where necessary.
- To amend the micros data base as requested & approved by proper authorities.
- To prepare daily the Comparison Report on Food & Beverage Actual vs. Potential costs / sales. (Applicable to all free standing kitchens/restaurants after 3 months of grand opening)
- To reconcile the cost of all officer and entertainment checks and apply credit to the respective departments.
- To prepare analysis on General Stores issues such as guest supplies against budget.
- To verify the accuracy of recipes for the outlets and kitchens for the purpose of inventory control and potential costing.
- To maintain records of inventory transactions which cannot be tracked through the system such as banquet events, cocktails and buffets.
- To audit inventory transactions and make adjustments when necessary.
- Provide an effective auditing system for the activities of the Materials Management Division.
- Provide a summary of the costs required by various people in the Accounting and Control Division to prepare daily and monthly reports.
- Provide Heads of Departments with the cost figures necessary for them to operate their individual profit centre profitably.
- Provide a system of monitoring the data input by operation level personnel.
- To compare details of quantities, unit costs, etc., on regular purchase orders to those on authorized purchase requests.
- To audit prices and quantity variances as per daily Receiving Variance Report.
- To collate and journalize month-end figures.
- To attend month end and other stocktaking activities in all Food & Beverage and general areas.
- Reconcile and obtain explanation on variation and prepare Inventory Adjustment Authorization for the Director of Finance’s approval.
- To coordinate and assist in the inventory taking of operating equipment every three (3) months.
- To maintain and keep track of all the FF&E items of the hotel and to coordinate and assist in the inventory taking of FF&E every year.
- To have a full working knowledge and capability to supervise, correct and demonstrate all duties and tasks in the assigned Place of Work to the standard set.
- To be entirely flexible and adapt to rotate within the different sub departments of the Accounting & Finance Division.
- To spot check periodically internal purchase orders for Food & Beverage items against their appropriate market lists.
- To be fully conversant with all services and facilities offered by the hotel.
- To conduct market survey of different items so as to ensure that the prices paid by hotel should be below the market retail prices.
- To understand and audit the operating procedures (purchasing, receiving, store, preparation etc.) of Materials Management Division.
- To investigate reasons for spoilage issue forms and post through the system.
- To check on a scheduled basis:
- Recipes
- Butcher yield tables and standard pricing tables
- Accuracy of units of measure and brand information at the receiving.
- Controllable and non-controllable status of inventory item data.
- To spot check at random:
- The contents of Minibar in unoccupied rooms
- Units of measure at bar
- The potential and actual costs of individual bars
- The accuracy of outlet recipes and portions being served
- VIP amenities and their respective conversion recipes
- Garbage cans and their contents
- Par stocks in outlets and stockrooms
- Inventory on shelves compared with inventory recorded in the computer
- Market survey on food items being purchased
- The quality of Food & Beverage items being received to ensure that they match purchase specifications
- Inventory turnover
- Liquor handling procedures and the use of outlet labels
- To assist in the training of Materials Management personnel as part of the effort to build an efficient team and to take an active interest in their individual development and welfare.
- Pouring brand consumption
- To maintain organized files of all pertinent cost audit Operating Equipment and FF&E records.
- To be thoroughly familiar with the duties and responsibilities of Materials Receiving and Storing process and be able to train the employee up to the standards required.
- To assist in carrying out quarterly, bi-yearly, yearly inventory of operating equipment.
